Document Scanning Service

Pearl Scan is a document scanning company offering a wide range of document scanning service and document management solutions meaning we can scan commercial as well as rare, precious and confidential documents and book archives with bespoke search and retrieval software solutions for desktop, network and web access.

Our professional scanning bureau deploys only the best in the business scanners, digitisers and capture softwareallowing us to scan, capture, convert and digitise any physical type of document including forms, surveys, A0 colour plans, maps, fragile bound books and all formats of microfilm, microfiche and aperture cards.

Our in-house software development team provide comprehensive solutions for many aspects of document management software which are focussed on ease of use and speed of access.

How Document Scanning can help you

SPACE- You can free up much needed, valuable office space by storing documents, previously stored in bulky filing cabinets, in a virtual storage system because when you scan a document, there is no requirement to store it in hard copy any longer.

EFFICIENCY- With the ability to access scanned documents through simple text searches rather than wasting hours searching, you will be able to complete tasks in a shorter space of time and benefit from an improved information flow.

PRODUCTIVITY- Quick file retrieval, easy sharing and greater control of documents and workflow will see a huge boost in office productivity. This improved productivity could also see a boost in office morale.

COSTS-If you store your documents in off-site storage facilities or have seen the company budget drained by paper and printing costs, document scanning services offer long term cost savings which can see you reclaim costs to be focussed on core functional areas of the business.

COMPLIANCE- You will no longer have to worry about complicated file retention laws and remaining compliant because with digital documents, you can securely store compliant files for as long as needed without taking up physical storage space. They can also be retrieved easily for auditors avoiding incurring fines.

SECURITY-You can minimize the risk of data loss by up to 99% by scanning documents and managing them digitally. Disaster recovery, password protection and file encryption give you peace of mind that your documents are as secure as they can be.

How our scanning service works

Fast and Secure Nationwide Collection ServiceOur secure vans and team of collection coordinators can collect your documents from anywhere in United Kingdom the same or the next day, as required. We can also supply our secure A3 size boxes, which can hold bundles, folders, hanging files and any other loose documents.

Removal of Document FastenersPrior to scanning documents, we go through the files and remove any document fasteners, such as staples, paperclips, treasury tags and post-it notes. All documents, including the attachments and receipts, are all kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned.

Document Scanning ProcessWe use the latest scanners equipped with ultra-sonic double-feed, automated colour detection and image processing applications. We can scan to PDF or any other preferred format such as searchable PDF, TIFF and JPEG. We can scan documents as small as a till receipt right up to A3 large format drawings and plans in full colour, greyscale or black and white.

File Indexing and CategorisationOnce the document scanning is done, we can then index each document by its relevant file / document data, for example, Title, Name, Address, Reference number, date etc. This type of indexing involves:

- Image indexing and index verification - Database creation

The success of digitised documents is measured by how quickly and easily you can access them. Whether for day to day retrieval purposes or archival storage, Pearl Scan can develop efficient indexing scheme for legal practices, NHS, government departments, HR departments, educational institutes and engineering sectors.

OCR Processing (Optical Character Recognition)We can also offer OCR processing to convert your documents to fully text-searchable documents. This can be very beneficial for searching particular documents by their contents, e.g. keywords as well as OCR search helps to locate any mis-field documents.

Quality Assurance and ControlAll of our scanning services are fully accredited to ISO 9001:2000 quality assurance standards. In addition to this, we have developed our internal quality-control procedures to ensure that the scanning process and digitalisation meets the required industry standards.

Data Delivery MediumThe scanned images (data) is normally supplied on CD, DVD, USB, secure FTP, Halogen or our Pearl Cloud portal. For the security and confidentiality of the data delivery, we can encrypt the entire data using highest level of encryption. As well as providing data in a standard PDF file format, if your department or company does not have any document management system we can supply the data in our free document management software, Halogen, or host it for you on our secure Pearl Cloud portal. We can also supply data in SharePoint.

About Us | Document Scanning Company

Pearl Scan Solutions was founded in 2003 with a main aim to aid businesses, organisations and individuals struggling with document management issues and to help them go paperless and become more efficient. Over more than a decade we have grown into a leading national document scanning services provider, delivering the highest quality service to our clients.

Our focus is not only on what we do but also the way in which we do it. We have invested in the latest scanning technology so we can bring excellent, cost effective scans in a quick turnaround. With our extensive experience, you can be sure that your documents will be in safe hands.

Benefits of Document Scanning:

• High attention to detail and quality control• Scanning at true high resolution [minimum 300dpi]• Use of professional / specialist Scanners• Ability to scan from a business card up to A2 size• Safe and Secure Facility• In-house bespoke development facility for special requirements / projects

Why choose us

Experience>

We have over a decade of experience providing scanning services for some of the most reputable companies in the UK including blue chip companies and organisations as well as small businesses and private individuals. Some of our past clients have included NHS, local government, Manchester Metropolitan University, The University of Manchester, Aviva, BBC, Sky, Metropolitan Police, Environment Agency and many…

Security>

We operate from a custom built scanning bureau focussed on security, safety, confidentiality and scalability. The main building is monitored by Red Care security systems and has 24 hours internal and external CCTV. We are more than happy for you to come and visit our premises so we can show you how safe your documents are with us.

Innovation>

Our scanning bureau is fully equipped with state-of-the-art dedicated scanning hardware catering for a wide range of document types and sizes making us a one-stop service for your scanning and digital conversion cycle. We upgrade our scanners to keep in line with the latest scanning technology and ensure we are providing the best possible scanning service at all times.

Accreditations>

We hold a number of ISO accreditations including ISO 9001 (Quality Management System), ISO 27001 (Information Management System) and EMS 14001 (Environment Management System) and Data Protection 1998. We are also a member of the Information and Records Management Society as well as being supporters of Investors in People and a member of The Skills Pledge. Read More

Audited>

We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.

Scalability>

We have the infrastructure to support small-to-large, quick-to-long term scanning projects and with a capacity to scan 10 million images per month. This scalability provides a great deal of flexibility with the services we offer meaning we can tailor all of our services to suit the needs of each client and we will always try our best to accommodate any request.

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Free Trial

We offer a free trial scanning service to our prospective clients to their required format as proof of concept.

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What our clients say

With a quick turnaround and the document image quality and detail were of high standard. We previously had scanning work done by very cheap companies and the quality suffered as a result, but we now stick to the reliability of Pearl Scan for our scanning.By Craig Cartwright

Pearl Scan provided a first-rate service, and were very pleasant and helpful people to deal with.By Robert Waddell

I was very impressed by Pearl Scan, their speed and the quality of the output of my collection of A0 drawings. Cheaper than expected too. I even asked if I could come and watch the process briefly, to which they were agreeable, but I didn't get the chance in the end.If I ever need more scanning work doing in the future, I'll come back to Pearl.By Alan Johns

I used Pearl as they assured me that they would save a law firm I was working with a cost saving system. Using their service to scan documents, and some nifty software, they made my client very happy as their system will now help save thousands each year. A happy client makes me happy! Thanks guys, I'll be back for more scanning next time.By Jon Logan of Outsourcing Direct

Pearl did a great job. Honest, quick turnaround and I couldn't be happier with the results. Helpful too.By Jackie Greene

Pearl Scan supplied scanning for around 600 books in 2009 for my company at the time which was very helpful indeed as we needed them so we could use the computer images in our journal.They were very helpful on the phone as we didn't have a clue about how to go about it, they were quick in collecting, working and dropping them back off with us and we had the books back quicker than we expected.I would recommend Pearl Scan for the exceptional work they provided and for the care they took with these delicate books (they were falling apart!).By John Paxton of IMJ

Pearl Scan did some document scanning for my previous company about 8 months ago. We had about 20 boxes of invoices to be scanned and they collected a few days after the agreement was made and the files were scanned and returned a lot sooner than expected. The accuracy of the reference numbered titles far outweighed my, and our MD's, expectations from what I recall. They also offered and demonstrated to us a nice looking piece of management software which we didn't need at the time, but it was good to know we were in the hands of a company that knew what they were doing. Thanks to Naveed and the team!By Peter Kavanagh

Document Archiving Document archiving has become much more common practice within businesses looking at saving money whilst at the same time improving efficiency. Document Archiving Types Archiving documents can be…Read More